Events Specialist

STATUS: Full-time, Non-Exempt (Hourly)
HOURS: 40 Hours per week; including frequent nights and weekends
REPORTS TO: Development Manager
DATE: February 2023

SUMMARY OF POSITION

Under the supervision of the Development Manager (DOA), the Events Specialist is responsible for overseeing all event components of the Development Department at San Diego History Center (SDHC) in Balboa Park and Junípero Serra Museum in Presidio Park. As a part of this position, the Events Specialist will execute various development duties including but not limited to overseeing the planning and execution of San Diego History Center’s events. The Events Specialist will engage regularly with many different internal and external audiences: staff, members, donors, prospective donors, and volunteers.

This position is expected to meet established goals, execute successful events, and oversee all facility rentals as this generates earned income for the organization. The Events Specialist must provide excellent customer service and is an advocate for SDHC while interacting with the public to advance the organization’s culture of philanthropy.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Serve as the main point of contact for all facility rentals and special events
2. Responsible for assisting and coordinating the setup/tear down of events, meetings, and rentals
3. Maintaining the rental program for all SDHC facilities
4. Work with various departments to implement a variety of internal events, exhibit openings, and development receptions, luncheons, and fundraising galas
5. Arrange vendor contracts including but not limited to catering, audio/visual, security, cleaning, entertainment, and alcohol permitting
6. Oversee on-call events staff and produces schedules for their shifts
7. Create strategic marketing and advertising plans, collaborating with Marketing Department as necessary
8. Maintain preferred vendor relationships and negotiates catering services agreements
9. Upkeep of website, social media, and advertising accounts
10. Secure in-kind donations and sponsorships for events, as needed
11. Assign and oversee volunteers as necessary
12. Prepare event budgets, budgeting plans, and initiatives
13. Upkeep of revenue reports, prepare invoices, process payments, etc.
14. Ensure that all SDHC curatorial policies are adhered to by vendors, staff, and clients
15. Support and implement a culture of philanthropy through donor cultivation and stewardship
16. Donor stewardship including thank you and development letters to appropriate parties
17. Prepare weekly Development reports on activities
18. Identify donor prospects through rentals and events
19. Collaborate with various departments on specific projects and meetings 
20. Assist with other development projects as necessary
21. Must be flexible with schedule. Work schedule will often include nights and weekends as determined by events calendar

Allocation of Responsibilities

1. 80% event management and execution, vendor relations, and facility rental activities
2. 10% volunteer/vendor supervision, donor stewardship, adherence to event budgets
3. 10% other duties

REQUIREMENTS 

1. Bachelor’s degree preferred and/or minimum of three (3-5) years’ experience in event management, event coordination, and sales
2. Ability to speak confidently and calmly with clients and vendors while under pressure
3. Familiarity with planning and executing fundraising gala for over 500 guests
4. Knowledge of and experience with local catering and rental companies, and other event related vendors in the region
5. Excellent customer service, interpersonal and communications skills with high expectations for quality
6. Maintain a pleasant and professional appearance at all times
7. Strong written and communication skills and cordial phone manner
8. Proficiency using MS Office suite of programs, mail merges, e-mail lists, and web searches; Altru or Blackbaud experience preferred
9. Experience and skill with audio/visual (A/V) equipment
10. Experience with licensing and insurance requirements for rentals a plus
11. Must be able to speak, read and write in English
12. Strong organizational and planning skills
13. Ability to multitask and respond to shifting priorities
14. Proactive attitude, creative and strategic thinker

WORK ENVIRONMENT

1. Office-type setting
2. Outdoor spaces/park
3. Museum and exhibit spaces

PHYSICAL DEMANDS

1. Walking, sitting, squatting, standing, kneeling, balancing, manual dexterity, reaching above shoulders, grasping, pushing/pulling (15-60 lbs.), lifting (15-60 lbs.), carrying (10-60 lbs.)
2. Climbing stairs, walking over varied terrain
3. Repeated adjustments to varied lighting conditions and changing physical space conditions as would be expected in a museum setting; some spaces will have varied climate-controlled conditions
4. Exposure to outdoor elements, on occasion

ADDITIONAL RESPONSIBILITIES 

1. Valid CA Driver’s License and reliable transportation with proof of liability insurance

EEO STATEMENT

SDHC believes that equal opportunity for all employees is critical to our continuing success. In accordance with state and federal law, SDHC will not unlawfully discriminate against any employee or applicant for employment on the basis of religion, race, color, national origin, ancestry, disability, marital status, gender, veteran status, sexual orientation, age, medical condition, registered domestic partner status, or any other basis protected by state or federal laws. Opportunity is provided to all employees based on qualifications and job requirements. When necessary, SDHC makes reasonable accommodations for disabled individuals who request an accommodation in accordance with state and federal laws.

DISCLAIMER
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

Please send cover letter and resume to Sheila Thomas, [email protected].